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EntireFM
Privacy & Data ProtectionPrivacy & Data Protection

Data Protection Complaints Procedure

Formal electronic complaints mechanism and statutory procedure for raising data privacy, marketing opt-out, or Subject Access Request concerns.

Effective: 2026-01-01
Document Version: 2026.1

Summary at a Glance

  • Dedicated electronic submission form generating an official reference (DPC-YYYY-XXXXX).
  • Prompt written acknowledgement and investigation conducted without undue delay.
  • Transparent 6-stage investigation lifecycle: Received, Acknowledged, Investigating, Awaiting Info, Decision Issued, Closed.
  • Clear escalation route to the UK Information Commissioner’s Office (ICO).

1. Our Commitment to Data Privacy Concerns

EntireFM takes all data protection concerns, marketing objections, and rights disputes with utmost seriousness. We maintain a transparent, accessible, and auditable electronic complaints workflow to investigate and resolve issues swiftly without undue delay.

Submit an Electronic Data Protection Complaint

Complete the form below to generate an official statutory tracking reference.

Confidentiality & Statutory Governance

Information provided on this form is processed solely by the EntireFM Data Protection team to investigate and resolve your complaint under UK GDPR Article 12 and Data Protection Act 2018. It is never used for commercial or marketing purposes.

2. Investigation Lifecycle & Timelines

Every complaint registered through our electronic form or received at privacy@entirefm.com progresses through a structured governance lifecycle:

  • 1. RECEIVED: Complaint logged and assigned a unique tracking reference code.
  • 2. ACKNOWLEDGED: Written acknowledgement issued to your registered email promptly upon intake.
  • 3. INVESTIGATING: The Data Protection Officer reviews relevant audit logs, suppression registers, or processing records.
  • 4. AWAITING INFORMATION: If clarification is needed, we will contact you without delay.
  • 5. DECISION ISSUED: A formal written outcome detailing findings and remedial actions is communicated without unjustifiable or excessive delay.
  • 6. CLOSED: Remedial actions verified and complaint archived in the confidential audit ledger.

3. Fast-Track Direct Marketing Opt-Outs

Complaints relating to B2B direct marketing outreach or suppression failures are immediately prioritised. Your email address and organisation domain are entered into our global suppression database within 24 hours to prevent any further outreach while the investigation proceeds.

4. Escalation to the Information Commissioner (ICO)

If you are dissatisfied with our response or believe our processing infringes data protection law, you have the statutory right to lodge a complaint with the UK Information Commissioner’s Office (ICO) at https://ico.org.uk or helpline 0303 123 1113.

Authorised by: EntireFM Legal, Risk & Compliance Committee

Operating Company: EntireFM (trading name of Alkota Group Limited). Registered in England and Wales (Company No. 13535215).

This policy is formally reviewed annually and immediately following any statutory or operational changes.

Official Legal & Privacy Channel

Data Protection & Legal Governance Inquiries

For statutory requests, data protection questions, contract notices, or governance inquiries, please contact our designated compliance team.

Submit Electronic Complaint

Email Contact

privacy@entirefm.com

Direct response within statutory timelines

Compliance Helpline

020 4586 5422

Monday–Friday, 08:30–17:30 UK

Supervisory Escalation

ICO (Information Commissioner)

UK Lead Supervisory Authority

Related Governance Policies

View Legal Centre

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Data Protection & Governance Framework

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Commercial Complaints Handling Procedure

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